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Overview

Creating a New Organization

Following the Rules

Taking Care of Business

Day-to-Day Responsibilities

Record Retention

  • Booster Clubs should establish a record file that is passed to the new officers each year. Some items need to be kept indefinitely while other items only need to be kept for a certain length of time. The record file should contain at least the following items on a permanent basis:

    Permanent Records

    Internal Records

    • Booster Club Registration & Approval Form
    • Articles of Incorporation/Articles of Association
    • Bylaws/Charter/Constitution
    • Minutes from meetings

    State Records

    • Sales Tax Permit Application
    • Sales Tax Permit
    • Certificate of Incorporation from State of Texas (if applicable)
    • State Sales Tax Exemption Notification
    • State Franchise Tax Exemption Notification (if incorporated)

    Federal Records

    • Copy of IRS Form SS-4, Application for Employer Identification Number
    • Copy of IRS Form 1023, Application for Recognition of Exemption, with all attachments
    • Copy of IRS Form 8718, User Fee for Exempt Organization
    • Determination Letter Request, and copy of check sent to IRS with this form
    • Acknowledgement of Your Request
    • Determination Letter
    • Copy of IRS Form 8734, Support Schedule for Advance Ruling Period
    • IRS’s notice granting a permanent exempt status to the organization, if applicable

    For non-permanent records, the Texas Comptroller’s Office and the IRS have different retention periods. In addition, certain circumstances, such as fraud, would allow the retention period to be extended beyond the normal requirement.

     

    In considering the requirements of the Texas State Comptroller’s Office and the IRS, the record file should contain at least the following items.  Refer to the IRS and State Comptroller's office for retention peridos.

    Non-permanent Records

    Internal Records

    • Financial Reports and Review Committee Reports
    • All financial backup including checkbook and banks records
    • Information related to contributions received by a Booster Club from individuals or businesses Financial Aid Guidelines

    State Records

    • Sales Tax Forms Filed
    • Copy of correspondence with the Texas Secretary of State and the Texas Comptroller’s Office

    Federal Records

    • Copy of IRS Forms 990, 990-EZ, or 990-N filed
    • Copy of correspondence with the IRS

    Before discarding any records, confirm with the Texas Comptroller’s Office and the IRS that your organization is in good-standing and that no open items or issues exist related to the time period involving the records that you would like to discard.

     
Last Modified on March 3, 2021